Day-Of-Wedding Checklist

Planning your own wedding is an incredible way to keep your celebration personal and stay within your budget. You've done the hard work of managing the details, but as your big day approaches, you deserve to step back and enjoy every moment as the guest of honor, rather than the event manager. While it is common to ask a close friend or family member to help out, managing the logistics of a wedding is a massive undertaking. Your loved ones should be celebrating by your side, not feeling overwhelmed by timelines or vendor arrivals.

While Randy Taylor Weddings does not provide Day-Of Coordination services, we strongly recommend partnering with a professional who does. Think of them as your "Stage Manager"—someone dedicated to executing your vision so you don't have to.
We have put together this checklist to help you ensure no detail is overlooked as you finalize your plans.

3 Weeks Before Your Wedding

Create an all-inclusive timeline document.
Review all arrangements made with vendors.

1 Week Before Your Wedding

Confirm timeline plan with vendors.
Ensure all vendors know when and where to be and where to set up.
Ensure that all vendors know to contact Randy Taylor Weddings (phone, txt, email) with any and all questions during the event.

Wedding Rehearsal

Share a PDF copy of your script with the person leading the rehearsal.
During the rehearsal, the wedding party meets at the ceremony venue to rehearse the processional, ceremony, and recessional.
Ensure the wedding party knows when and where to be on the wedding day.

Before the Ceremony

Coordinate hair and make-up schedule with wedding party and stylists.
Coordinate food deliveries.
Coordinate the set-up and clearing of all meals.
Receive delivery of personal flowers (bridal bouquet, bridesmaids flowers and corsages/boutonnières).
Distribute personal flowers.
Ensure the officiant has the marriage license before the ceremony begins.
Ensure photographer has the photo shoot list.
Gather wedding party and immediate family for photos.
Coordinate arrival / parking of transportation services.
Instruct wedding party when to depart for ceremony.
Assist wedding party with wedding gown, dresses, suits, tuxedos.
Provide regular reminders to ensure the entire wedding party is getting dressed and on-time.
Maintain a Wedding Day Emergency Kit. The kit includes items like stain sticks, hairspray, safety pins, a sewing kit, scissors, Static Guard, deodorant, mouthwash, toothpaste, straws, Band-Aids, and snacks.
Remind wedding party of any last minute details.
Communicate with ceremony venue to ensure a smooth arrival at the ceremony location.

Ceremony

Ensure ushers have programs.
Set up ceremony items (aisle runner, candles, sand ceremony, rose ceremony, love letter box, hand-fasting cord, etc.).
Ensure that ushers/groomsmen arrive on time and are ready to pass out programs as guests arrive.
Receive delivery of personal flowers for wedding party.
Alert ushers/groomsmen as to when to begin escorting guests to their seats.
Groomsmen will be coached on how to properly serve as ushers.
Coordinate the activities of ceremony musicians / DJ.
Working with the DJ, ensure microphones have been tested and are ready.
Confirm ceremony music with musicians/DJ and determine what hand signals will be used and when to cue music.
Act as a liaison with the ceremony officiant and decide what cue will be used to signal the start of the ceremony.
Remain in regular contact with the couple and wedding party before the ceremony begins.
Line up the wedding party for their entrance down the aisle.
Cue ceremony musicians when wedding party is ready to begin processional.
Gather family and friends for after-ceremony photographs.
Gather witnesses to meet with the officiant to sign the marriage license.

Reception Celebration

Greet vendors (band, florist, caterer, etc.) and ensure they know where to set up.
Arrange table seating/name cards.
Ensure reception flowers and decorations are set up properly.
Ensure that gazebo, tents and lighting are set up properly and troubleshoot as needed.
Confirm meal serving timeline with catering staff and servers.
Set up guest book and pen, champagne flutes, cake cutting utensils.
Set up amenities such as special baskets, hand towels, and soaps in washrooms.
Ensure proper passing of cocktail hour food.
Look over dining tables and make sure they are set up properly.
Following cocktail hour, lead guests to the dining area.
Help guests locate their dining tables.
Cue the minister when it is time to offer the meal blessing.
Locate the couple and position them so they are ready for their introduction and first dance.
Cue band once the guests have found their tables and the couple is ready to be introduced.
Cue band, photographer, and videographer when important events are about to take place (introductions, dances, toasts, etc.).
Cue best man and father of the bride when they are about to be announced for toasts.
Alert catering staff to pour champagne just before the toasts.
Be aware of timing of catering service and make sure people are served promptly.
Maintain a lost-and-found in a secure location.
Distribute final payments/gratuities to vendors at the end of the evening.
Remain accessible during the entire event.
Ensure the schedule is followed, to prevent any overtime charges by the venue.
Set up favor table towards the end of the evening.
Pack up gifts, cards, and miscellaneous ceremony and reception items and have them ready to be taken to a family member's vehicle at the end of the night.
Coordinate the couple's departure from the reception.
Coordinate departure transportation.